Creating Email Profiles

Updated on 21 Jun 2024
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This guide will walk you through the process of setting up email profiles, including the Email Categories field, ensuring your messages are properly categorized and targeted.

Note

It is essential to have your compliance and legal teams validate any configurations allowing the sending of emails to recipients who have not opted in.

Understanding Email Categories:

Before creating an email profile, familiarize yourself with different email categories:

Category	Definition
VALIDATION_NOTICE See Validation Notice Dates for additional information.	The Validation Notice Category includes system automated workflow at the account level that will populate the following account fields: a Validation Notice Sent Date a Validation Notice End Date and a Validation Notice Returned Date ACE does not receive data from the customer's email host on returned validation notices, so the return date must be updated manually or through a file with this information.
ADDITIONAL_NOTICE	Any notice that is not a Validation Notice or Limited Content Notice
LIMITED_CONTENT	A customer can use this category to distinguish notices that may qualify as "limited content" now or in the future
INFORMATION	A customer can use this category for messages unrelated to collecting on a debt
FIRST_PARTY	This is for first party debt
OTHER	All notices are defaulted to the category "OTHER" if a category was not explicitly selected when the profile was created (when "Letter Category" was not an established required field)
INVITATION	A customer can use this category to send invitations to opt in
CLIENT	A customer can use this category for client communication

Steps to Create Email Profiles:

There are two options for creating Email Templates:

Option 1: Directly create new templates in the Vendor Email Templates section.
1. Go to Setup → Email → Vendors
2. Locate the Vendor Email Template Section, click New
Option 2: Creating Email Templates in Setup → Email → Profiles
1. Navigate to Setup → Email → Profiles and click on "New."
2. Fill in the following sections and fields:
  1. Email Profile Section
    1. Email Vendor ID*: Select the Email Vendor from the dropdown menu.
    2. Category: Choose the appropriate email category from the dropdown menu.
    3. Identifier: Add a unique identifier to distinguish the profile.
    4. Subject: Clearly define the subject of your email for recipient understanding.
    5. From Name: The value entered here will override the default from name in the Vendor Information Section
    6. From Email: The value will override the default email address in the Vendor Information Section
    7. Bundle Group: The Bundle Group to use for the context of this email
    8. Send Role ID: Used to control which agents are able to view and select specific email message templates to send to consumers
    9. Edit Role ID: Used to control which managers are able to edit specific email profiles
    10. Template File: You can choose to import an existing profile
    11. Save

Template Editor Section

Modify default ACE Fields based on your requirements. Rearrange or delete fields as needed.

See Email User Interface (UI) for details

Save Your Profile:

Ensure all details are accurate and click "Save" to store your email profile.

Clone an Email Profile

Open the existing email profile that you want to clone
Click Clone located at the bottom left corner of the screen
Once you're in the clone screen, you will notice that the word "Cloned" appears in the Identifier field
Modify the cloned profile and filled out all necessary fields, click on the Save button to save the changes

Best Practices and Tips:

Clear Categorization: Accurate categorization ensures targeted and relevant communication.
Regular Updates: Periodically review and update email profiles to align with changing communication needs.
Testing: Before mass communication, test your email profiles to confirm correct categorization and content.

Note

To ensure that your template works correctly, make sure to open an account that contains the fields you plan to include in the template for testing purposes.

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What's Next

Configuring an Email Vendor

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